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Immigration Case Management

Keep Up With H-1B Cap Season Demand Using Immigration Case Management Software

posted by: INSZoom INSZoom date: Mar 01, 2016 Customizing Your Case Management System to Improve Efficiency, How To comments: Comments Off on Keep Up With H-1B Cap Season Demand Using Immigration Case Management Software
Immigration case management software helps with H-1B cap seasons demand It’s that time again! Time for a new blog! The next blog in the series of Customizing Your Case Management System to Improve Efficiency is going to be on using the immigration forms within INSZoom. In my last blog we discussed the importance and benefits of using the INSZoom questionnaires to improve efficiency within your firm. This blog is going to show you how you can use the data captured with questionnaires to populate immigration forms!

We are in the midst of H-1B cap season. This is the busiest and most insane time of the year for many practitioners. Employees are working late, working on the weekends and are stressed out trying to keep up. If you are not using INSZoom or the forms feature now is the time to make a change!

Let me help you paint a picture: you are so busy you don’t know how to even start your day. You have so many applications that need to be completed and you are getting more cases every day. You need to keep track of your foreign nationals, reach out to them, capture data, request documents, and complete applications forms. By using INSZoom you can add the foreign national into INSZoom, add a new case for them, link documents (Docs Check List), link questionnaires, and email both to the foreign national with a few clicks of the mouse. You can start a new case in a few minutes. Once the information comes back you create the form with another few clicks of the mouse. To be quite honest with you, you can’t afford to NOT use INSZoom!

INSZoom has an extensive database of immigration forms and if you are providing immigration into the USA look no further! INSZoom has everything you need to provide fast and efficient immigration services to your foreign nationals and clients.

INSZoom has a forms team that is led by an experienced US Immigration Attorney to ensure that as soon as the USCIS updates an immigration form we get it updated in our system, that the data fields get mapped and questionnaires get updated. At the end of the day, it all comes down to the forms and being able to use them to submit your applications to the government and we know that!

Many of the blogs I have drafted speak to the efficiency that can be had by using the various functions within INSZoom. All of those functions are in place to capture the data needed to populate the forms. If you are sending out the questionnaires to capture data then you need to get that information onto the forms. The wonderful part of using an immigration case management system to manage your case load is that once you have the data in INSZoom you simply link the form and create it. Creating the form pushes all of the data in the system onto the form in the correct data field so all you need to do is review the form, save it and send it to your foreign nationals. Gone are the days of Word or Adobe questionnaires and you having to retype the information on the form. We are in the midst of H-1B cap season. This is the busiest and most insane time of the year for many practitioners. Employees are working late, working on the weekends and are stressed out trying to keep up. If you are not using INSZoom or the forms feature now is the time to make a change!

If you would like more information on using INSZoom or forms please reach out to me, Christen Gause, for more information. I am happy to help and look forward to hearing from you.

Christen Gause, MBA

Manager, Business Development & SolutionsINSZoom.com, Inc. | christen.gause@inszoom.com

Main: 925 244-0600 Ext 285

date:  Mar 01, 2016 comments:  Comments Off on Keep Up With H-1B Cap Season Demand Using Immigration Case Management Software
by:  INSZoom INSZoom category:  Customizing Your Case Management System to Improve Efficiency, How To Read More

Capture Foreign National Data with INSZoom Questionnaires To Improve Efficiency

posted by: INSZoom INSZoom date: Feb 23, 2016 Customizing Your Case Management System to Improve Efficiency, How To comments: Comments Off on Capture Foreign National Data with INSZoom Questionnaires To Improve Efficiency
Using INSZoom Questionnaires for the Foreign National Immigration Process

Welcome back! Thanks for following along and educating yourself on how you can improve efficiency at your firm. The next blog in the series of Customizing Your Case Management System to Improve Efficiency is going to be on capturing data through the use of questionnaires. In my last blog we discussed the importance and benefits of using the INSZoom HR Portal to help improve efficiency within your firm. This blog is going to show you how sending questionnaires to your foreign nationals to capture data can greatly improve your efficiency and cut down on the time spent doing manual data entry in the foreign national immigration process.

Questionnaires are an excellent tool to use to capture data from your foreign nationals. Depending on the edition of INSZoom that you are using, you can either use the INSZoom created questionnaires that match the corresponding government forms, or you can create your own. We have an entire team of people who ensure that the INSZoom created questionnaires that are available to you match the government issued forms. If you have specific data that you wish to capture then you can create your own questionnaires.

To get started using the questionnaires you will want to link the questionnaire to the petition at the case level. You simply find the one that corresponds to the government form or the petition that you are filing and link it to the case. You can link more than one at a time and send them all to your foreign national at the same time by using the email feature.

To email the questionnaires to your foreign nationals you draft the email within INSZoom and choose which questionnaires you wish to send out. Once sent, the foreign national clicks on the link and accesses the data by inputting an Access Code and then they can view the questionnaires you have sent to them for completion. The process of completing the questionnaires is very easy for the foreign national. The information, once added by them, is automatically updated in your database so you don’t need to manually enter the data. The information also will appear on the other questionnaires so they truly only need to add the data one time. As they work through the questionnaires they just add in the data specific to that questionnaire. Once they finish they can click on “Verify and Inform Case Manager” and an email will get sent to you notifying you that they completed the questionnaire.

Case Managers always have access to the questionnaires and they can update the information, add information and view the status of the questionnaire. If the foreign national has accessed it and/or completed the questionnaires the status gets updated automatically. There is no need to email your foreign national to see if they have completed them but following up and chasing them is up to you!

Utilizing questionnaires to capture data will greatly improve your efficiency and productivity. The foreign national is adding the data to your database so there is no need to retype the information or add information to the forms!

If you are a busy law firm or corporation and you struggle to find time to get everything done then look into using INSZoom’s questionnaires. For our next blog we will cover how using the forms within INSZoom can help you to improve efficiency and streamline processes at your organization.

If you would like more information on using questionnaires please reach out to me, Christen Gause, for more information. I am happy to help and look forward to hearing from you.

Christen Gause, MBA

Manager, Business Development & SolutionsINSZoom.com, Inc. | christen.gause@inszoom.com

Main: 925 244-0600 Ext 285  
date:  Feb 23, 2016 comments:  Comments Off on Capture Foreign National Data with INSZoom Questionnaires To Improve Efficiency
by:  INSZoom INSZoom category:  Customizing Your Case Management System to Improve Efficiency, How To Read More

Allow Your Clients to Access Their Immigration with the Foreign National Portal

posted by: INSZoom INSZoom date: Dec 28, 2015 Customizing Your Case Management System to Improve Efficiency, How To, Money and time saving tips comments: Comments Off on Allow Your Clients to Access Their Immigration with the Foreign National Portal
  Foreign-National-Portal

Welcome back!  Thank you for following along with the series of Customizing Your Case Management System to Improve EfficiencyIn my last blog we covered case steps/reminders (commonly called case steps) and also known as work flows – Maximize Firm Productivity with Case Steps.  For this blog I will discuss the importance and benefits of using the INSZoom Foreign National Portal to help improve efficiency within your firm.  This blog will also help you see why it is useful to use those case steps/reminders!

Are you wondering what the Foreign National Portal (FNP) is?  If you are unsure and never heard of it then shame, shame!  The FNP is a valuable tool that all clients who use Enterprise and Professional Editions have access to and you can grant access to your clients/assignees/foreign nationals/employees.  For purposes of this blog we are going to refer to them as foreign nationals.

By using the Foreign National Portal you can:
  • Customize the portal to show only the information that you want the foreign national to see.
  • Assign tasks, also known as “To Do” to your foreign national’s.
    • Questionnaires that need to be completed.
    • Forms that need to be reviewed and signed.
    • Documents that need to be uploaded.
  • Provide access to corporation travel policies and guidelines.
  • Provide access to corporation related updates, news or travel alerts.
  • Allow the foreign national to upload documents so they don’t need to be sent via email. This method is much more secure for the foreign national and it saves you time because once uploaded they are in INSZoom and you don’t need to upload them.
  • Provide access to cases along with the status of the case so the foreign national can check on the case status without sending you an email.
  • Allow them to view the case related emails and notes.
  • View documents that you are tracking so they can see the expiration dates.
  • If you track their international travel they can view information that is commonly needed for visa applications such as the country, arrival date, departure date, and departure city.
  • View and see if their Status Documents are valid or expired and what the validity dates are.
  • Set appointments with the foreign national that will appear on a calendar in the FNP.
  • Allow the foreign national to check the status and the profile of their dependents.
  • Depending on whether or not your firm subscribes to the “Advanced Case Request” you can grant access and allow the foreign national to request a new case from you.

As you can see from the lengthy list above, there is a lot that can be done with the Foreign National Portal.  The wonderful thing is that each firm (this would be you) can customize the FNP to meet their needs and the needs of their clients.  You can hide functions and areas you don’t want the foreign national to see and you can do it per corporation.

If you are using INSZoom and populating information in the system about each foreign national then it only makes sense to grant access to the foreign national’s.  There are many benefits that result from granting access to the FNP and teaching your clients to use it.

A few of the benefits that result from using the FNP are:
  • Reduce the amount of emails that come from the foreign national asking for an update on their immigration case.  If you built the case steps that I taught you about in my last blog and they match the immigration process then the foreign national can login to the portal, check the status of their case and easily see where they are in the immigration process.
  • Assign tasks to the foreign national so they know what is expected of them.  Once the items have been completed they no longer show up in the FNP as “To Do” items.  This helps to keep the foreign national on track and ensures that you have the info that you need in a timely manner.
  • Track the expiration dates of their many documents from passports, visas, cases, I-94, I797, EAD, Green Card, and anything else you could possibly want to track!  This will greatly help to reduce the emails that the foreign national will send to you asking for this information.
  • Upload documents in a secure manner!  Not only is it safer but it is faster.  Many email servers have limits on the size of the documents that can be sent and received.  If the foreign national is uploading documents directly into INSZoom then you don’t need to worry about the email getting bounced due to size limits.  This also saves you a lot of time because you don’t need to upload their documents from your email into INSZoom.
  • You are empowering your foreign national’s and they will feel more in control of their immigration process and aware of the status of their immigration case.  Moving to a new country, packing up their household goods, finding schools for their children, obtaining passports, visas, work permits, residence permits, taking language classes among a host of other things is very stressful and overwhelming.  This window into their immigration case might seem small but it goes a long way in reducing the stress to the foreign national.  They can easily see what is going on and that you have everything immigration related taken care of.

To get started using the FNP if you have not used it before is to review how you are using INSZoom.  Analyze the features that you are using and what information you would like to provide to your foreign national’s.  Then review the needs of your corporate clients and discuss this option with them.  You will need the support and approval of your corporate clients but if you think this would help you then by all means have a discussion with them.  You have access to this fantastic tool and you should use it.  If you do family law you will want to review the needs of your clients and if they will have access to the internet.

Once you have figured out what the needs of your clients are and how you want to use the FNP you will then want to customize it.  If you only want to grant access to view case status then you can simply hide all of the features or sections that you don’t want the foreign national to see.  Before you roll this out to your clients I recommend that you detail internally how you will grant access to the FNP, inform the foreign national and have hammered out all of your internal processes.  I then recommend creating a guide or cheat sheet for the foreign national’s.  Not everyone is tech savvy and having something drafted and available to send out will be helpful and much appreciated by your clients.

One important item I would like to mention before I close is that the FNP and the use of it will really help you if you competing in an RFP (Request for Proposal).  Every single RFP that I have ever seen from a corporate client had a lot of questions about security and access to a portal for their employees.  If you want to be able to compete in an RFP you will need to understand the FNP and how you are going to use it.

This is a screen shot of the Foreign National Portal that has information populated in it and all of the features available.  Remember, for items that you don’t use or don’t want the foreign national to be able to view, you can hide them.

Allow-Clients1(click image to enlarge)

If you would like more information on using the Foreign National Portal please reach out to me, Christen Gause, for more information.  I am happy to help and look forward to hearing from you.

Christen Gause, MBA

Manager, Business Development & SolutionsINSZoom.com, Inc. | christen.gause@inszoom.com

Main: 925 244-0600 Ext 285

date:  Dec 28, 2015 comments:  Comments Off on Allow Your Clients to Access Their Immigration with the Foreign National Portal
by:  INSZoom INSZoom category:  Customizing Your Case Management System to Improve Efficiency, How To, Money and time saving tips Read More

Save Time and Increase Productivity with Email Templates

posted by: INSZoom INSZoom date: Dec 02, 2015 Enterprise Immigration, How To, Immigration case management, Money and time saving tips comments: Comments Off on Save Time and Increase Productivity with Email Templates
Email-Image

Welcome back and thank you for joining us for the next installment on Customizing Your Case Management System to Improve Efficiency. The next several blogs will guide you through the benefits of customizing INSZoom to meet your firm specific needs. Each blog will focus on one specific area of INSZoom and will convey why it is important to utilize that area and what benefits you will reap from taking the necessary steps.  

Email templates are my most favorite thing to use in INSZoom. They are easy to create and there seems to be no end in how they can be used. We all communicate with our clients through emails but with immigration there are many emails that get sent out to clients at certain milestones in the immigration process. I bet that if I asked for a show of hands how many people have email templates created in Word that they copy and paste into Outlook everyone would raise their hand. Firms and employees alike want to improve their own efficiency. There is always a handful of emails that get sent out to clients and nobody wants to reinvent the wheel so they copy and paste from Word to Outlook.  

What would you say if I told you I can take things to the next level? Copying and pasting from Word to Outlook might make things easier but it is not fool proof. Those emails still need to be edited, details added, and there is always the dreaded “formitis” where the last client’s details did not get deleted and you just called your current client, Martha, and she is really a he, named Andrew.  

Not yet convinced that email templates can help you improve efficiency? Here are several more reasons why you should utilize email templates.  

  • Uniformity in communicating with clients. This is an easy way to ensure your entire firm is communicating with clients in a uniform and professional manner.
  • Knowledge sharing. Building email templates in INSZoom ensures that everyone in the office can use them. Gone are the days where someone has all the knowledge on their computer and others are struggling to draft well written emails. Create email templates for all to use and if the template is updated, everyone is using the most recent version.
  • Clear communication. If you have non-native English speakers who are excellent paralegals but struggle to communicate clearly then email templates is the answer to help them feel confident in communicating.
  • No more copying and pasting from Word Documents into an email. Formatting can get messed up and the emails still need to be edited to add the Foreign Nationals details.
  • Keywords, when used in email templates, automatically populate the Foreign Nationals details into the email. With the click of a button you can draft an intro email to your client. Talk about efficient, this is the only way to go!
  • Emails are captured in INSZoom so everyone in the office has access to view the client’s history. If someone is out sick, departs, or if you need to do a root cause analysis, all of the key milestone emails are located in one place with a time and date stamp.
  • Keep clients updated when key milestones are met. In today’s world everyone wants to be informed and kept updated. This is no longer a luxury but a requirement that clients expect. Create milestone email templates that can easily be sent to your clients. This small step goes a long way in taking your firm to the next level.
  • Documents can be attached to email templates. This is one more way to save time. If you send process overviews or documents to your clients when you send an intro email, attach it to the email template. When you generate the email template the attachment will be there and there is no need to take the time to upload it.
 
As you can see, the benefits of using email templates are many. If you are now thinking “I only have 3 or 4 emails that I copy and paste from Word to Outlook so I don’t know if this is a problem for me”. What?! Take a second and think outside the box for second. What emails could you turn into email templates?  

Let me help you get warmed up with some ideas:  

  • Intro email to foreign national when starting a new immigration process – if you have 10 different services you offer to clients you will have 10 different intro emails.
  • Follow up email to foreign national reminding them to send you requested items
  • Email to HR asking for supporting documents and you will need different emails for different immigration processes
  • Email to foreign national letting them know that you have received all documents and are processing or putting their application together
  • Email to foreign national advising that their application has been filed
  • Email to foreign national that case has been approved
  • Email to your internal accounts team or billing specialist that the file is ready to be billed
  • Email to foreign national on the next steps once they enter the destination country
  • Email to foreign national when passport is about to expire and needs renewal (possible repeat business)
  • Email to foreign national when visa is about to expire
  • Email to foreign national when work permit, residence permit and work authorization is about to expire
  • Email to HR seeking approval to renew the foreign nationals immigration documents

Now that I have you in thinking mode, what other email templates could you create that would help you improve efficiency and consistency at your firm?  

Here is a quick look at how an email template looks when you create one in the knowledge base.  

Pic 1  
This is an example how what an email template looks like once generated.  

pic 2  

Email templates are a great start to improving efficiency, improving consistency and conveying a professional message to your clients. In the next blog I will take the use of email templates to the next level and explain the importance of creating case steps/milestone (work flows) and attaching events to the case steps. An event is something that occurs when you mark off a case step as completed, like an email, which automatically gets generated when you mark off the case step.  

If you would like more information on creating email templates in the knowledge base please reach out to me, Christen Gause, for more information. I am happy to help and look forward to hearing from you.  

Christen Gause, MBA  
Manager, Business Development & Solutions | INSZoom.com, Inc. | christen.gause@inszoom.com  
Main: 925 244-0600 Ext 285

date:  Dec 02, 2015 comments:  Comments Off on Save Time and Increase Productivity with Email Templates
by:  INSZoom INSZoom category:  Enterprise Immigration, How To, Immigration case management, Money and time saving tips Read More

Another great AILA event for INSZoom

posted by: INSZoom INSZoom date: Jun 23, 2015 Blog comments: Comments Off on Another great AILA event for INSZoom
The INSZoom team has returned from yet another successful AILA conference and customer appreciation event!   AILA INSZoomOne of the reasons AILA is such an important event for the INSZoom team is because it gives us an opportunity to get real time feedback from our customers in-person. While introducing new upgrades to our software and workflow features to potential clients is a priority for us, our top priority at AILA is spending time with the law firms and attorneys already using our case management cloud-based software.   We hope everyone who came to our customer appreciation event on Friday at The Tasting Room Wine Bar and Shop had as much fun as we did.   AILA INSZoom Your positive feedback and candor regarding different ways our software can continue to customize to fit the needs of your clients and help you grow your business is instrumental to our product developers and engineers.   Again, thank you to all our customers who we had a chance to spend time with, to everyone who stopped by our booth for demos, and all the new customers we left with. We look forward to fostering these newly formed partnerships and seeing you all at the next AILA event! AILA INSZoom  
  • “The INSZoom team has been my immigration “partner” since the beginning of my immigration practice. The support staff has been amazing by providing service that goes well beyond what is expected. In a crunch, I was able to draft documents to halt the deportation of my client THAT DAY thanks to the ease of document generation and the support from Arun, product support specialist, who guided me in the preparation process. The INSZoom team created my website and provides technical support that I desperately need as a solo practitioner. INSZoom is a reliable partner! Thanks INSZoom family!” – Sharon Cole
 
  • “I have been using INSZoom since 2011, and it has been such a great tool not only for my firm but for my clients (removals and businesses). I had tried in the past other software and I would extremely recommend INSZoom for your firm.” – Mary Teruya, The Law Office of Mary Teruya
 
  • “Forsythe Immigration Law Firm relies on INSZoom to deliver efficient and effective service to our clients. We have tried other vendors and have found no other comprehensive solution to better meet our needs.” – Jordan Forsythe, Forsythe Immigration Law Firm
 
  • “I have been using INSZoom for about 10 years and it is great. It saves time and impresses clients. The tech support is superlative.” – Adam King, Ketchum, Idaho
 
  • “Pride Immigration Law Firm has been using INSZoom for our corporate and family based work for some time. It is a great tool and the cloud based computing is spot on. I have tried other vendors and INSZoom has been the best so far. Pride Immigration Law Firm PLLC has made our practice run a lot more efficiently through efficient workflows. It is no surprise that they are the Form powerhouse.“ – Jon Martin (on behalf of Pride Immigration Law Firm PLLC’s use of INSZoom’s workflow system)
 
  • “We have been using INSZoom for almost 8 years and it makes our large global firm efficient. We are able to process cases quickly and effectively keeping our global clients informed.” – Andrea Elliott, Pro-Link GLOBAL
 
  • “Our network has been using INSZoom for years. We have appreciated the ability to access our case data from anywhere, including off-site churches where we often meet with clients. The customer support has also been a big help.” – Rob Rutland-Brown, National Justice for Our Neighbors
 
  • “I started using INSZoom as soon as I started my solo practice and it was the best investment I could have made. The clients loved the ability to just submit their info on-line, and I have immediate access to it. The customer service is professional and very fast. They follow-up to make sure everything works. Thank you.” – Miha Britt, Britt Immigration Law LLC
 
  • “We started using INZOOM in 2005 after trying various other software. It is by far the best immigration software we have used. Its functionality is unmatched. We also appreciate the prompt service whenever we have questions. “ – Gary Hansen & Company
 
  • “My firm has been using INSZoom since 2012. We really like it and it is easy to use. We are able to process more cases because it has improved efficiency and saves us time.” – Murthy K. Venkata Ramana, Law Offices of Murthy K. Venkata Ramana P.C.
 
  • “I like the customer support and they are very helpful at ensuring I understand the system, they update me on the process of tickets that I have raised in a proactive way and it helps me to be more efficient. I like how the billing, forms, and reports are all in one location.” – Jeraline Singh Edwards, Law Offices of Jeraline Singh Edwards
 
  • “I have used INSZoom for many years now and loved the ease of use and set-up of the system. They constantly update their site and have a very fast response time for questions and issues. Most importantly, their cost per user beats most competitors. Thank you INSZoom for putting out such a great product.” Richard Chang, Wasserman, Mancini & Chang P.C.
 
  • “INSZoom is a great product because its accessibility. The staff is very helpful and willing to help with any issues. The company stands behind the product, which is great.” – Mandi Bucceroni
 
  • “INSZoom has helped organize our practice tremendously since we started using it. It is very comprehensive and easy for our entire staff to use, and it allows us to represent our clients effectively and efficiently. “ – Jenny Ansay, Justice for Our Neighbors
 
  • “INSZoom is a great asset to my practice. Working in the field of global immigration, it is a great “one stop shop” for the information I need to service my clients well. In addition, the support I receive from the INSZoom staff is top notch and they make the process seamless. INSZoom is a cost effective way of tracking client files and it’s very user-friendly.” – Alma Montes de Oca
date:  Jun 23, 2015 comments:  Comments Off on Another great AILA event for INSZoom
by:  INSZoom INSZoom category:  Blog Read More
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